Privacy Policy

1. Introduction

1.1 The Ideas Centre is a consulting company that provides organisations of all types (private sector, public sector, charities, small and large) with the ability to challenge the traditional thinking that traps them within the world of “more of the same”. Whether running in-house sessions or training individuals to facilitate hands-on through local workshops, techniques are introduced that develop Breakthrough Thinking, allowing organisations to actively seize control and proactively manage their innovation strategy.

The Company (The Ideas Centre Ltd, or “the Ideas Centre”) is committed to the protection of personal data in accordance with the General Data Protection Regulations (GDPR).

1.2 This Policy will address:

Definition of Personal Data

Management of Personal Data

Sharing Personal Data

Subject Access Rights

Communicating the Company Privacy Policy

Consent

Changes to the Privacy Policy

1.3 Data Protection Officer

The CEO of The Ideas Centre Ltd will take on the responsibilities of the Data Protection Officer, ensuring:

that all employees are aware of the requirements of GDPR

compliance with GDPR

that there is a single prime point of contact for issues relating to GDPR

2. Definition of Personal Data

The GDPR are applied to the processing of personal data that is:

wholly or partly processed by automated means; or

the processing other than by automated means of personal data which forms part of, or is intended to form part of, a filing system.

Personal data only includes information relating to natural persons who:

can be identified or who are identifiable, directly from the information in question; or

who can be indirectly identified from that information in combination with other information.

3. Management of Personal Data

3.1 Personal data held on CRM

The company uses a CRM system as the primary storage system for contact with external organisations/individuals. Data held will be limited to:

Name of individual
Name of employer
Position within the company
Email address
Direct dial telephone number
Mobile phone number

3.2 Employees holding personal data on local devices

Employees of the Ideas Centre will use Microsoft Outlook to manage external email communications and may retain emails to/from clients within that system (potentially duplicating data held on the CRM).

Employees may also hold limited data in excel spreadsheets which will be stored in the central Dopbox system (held under the account admin@ideascentregroup.com).

It is noted that individuals have the right to be deleted from all company systems.

4. Sharing Personal Data

Data will not be shared with any 3rd parties, excepting the use of group emails restricted only for attendees of Ideas Centre events.

5. Subject Access Rights

5.1 Accessing Your Personal data

Individuals have the right to obtain the following:

confirmation that you are processing their personal data;

a copy of their (and only their) personal data;

the purpose of the processing;

An individual can make a subject access request to the Company either verbally or in writing. It can also be made to any part of the organisation and does not have to be to a specific person or contact point.

Such information will be provided within a period of 30 days from request.

5.2 Rectification, Erasure, or Restriction of Your Personal Data

Individuals have the right to rectify, erase or restrict the Personal Data which is held by the Company. An individual can make such a request amend their Personal Data either verbally or in writing.

Such amendments will be made within a period of 30 days from request.

5.3 Retention Period

Personal Data will be held for as long as it remains relevant – and for a minimum of 12 months. Regular reviews are held to establish the status of all individual contacts; where there has been no contact from an individual for over 12 months, the past records are archived and the individual deemed to have opted-out (see section 7 and “Consent”).

6. Communicating the Company Privacy Information

A link to the current Privacy Policy will be provided within the Signature block on emails, and the Policy will also be available on the Company web site (see www.ideascentregroup.com/privacy-policy).

7. Management of E-mail (and Consent)

7.1 E-mails with all clients/potential clients will be undertaken on an “opt-in” basis – where opt-in grants permission for Ideas Centre employees to communicate with information via simple, brief, no more than weekly, email with links to:

top tips and tricks to promote creativity & innovation

signing up online with a data capture form social media

regular (targeting weekly) updates on case studies, with real life examples of issues and creative solutions

7.2 A new external contact may indicate their consent to communicate on a particular issue directly via email e.g. via

an incoming email

signing up online with a data capture form

social media

a written document

provision of a business card

Such contact details may then be held in one or both of the systems in (3) above. However, the CRM record will default to “opt-out” unless explicit consent is given, opting into the regular email system described above.

8. Changes to Privacy Policy

This Privacy Policy will be subject to change from time to time, in accordance with any changes to GDPR, any changes to Company practice, and the more general endeavor to incorporate elements of best practice (as relevant to the activities of the Company). The current policy will at all times be communicated via email signatures and the Company web site.

For the avoidance of any doubt, under no circumstances will any employee of the Ideas Centre communicate via unsolicited emails.

Services

About Us

The Ideas Centre provides organisations of all types (private sector, public sector, charities, small and large) with the ability to challenge the traditional thinking that traps them within the world of “more of the same”.